How to Create a Software Sunset Calendar
Most renewals are surprises. A sunset calendar makes them planned events with data-driven decisions.
40% of small businesses have software subscriptions that auto-renew for 3+ years without evaluation
A systematic schedule for reviewing software subscriptions before they auto-renew.
Sunset calendar entry fields
- Contract end date and auto-renewal window
- Current price and renewal price
- Utilization rate (last 12 months)
- Negotiation leverage score
A 30-day notice period means you must decide whether to renegotiate 11 months into a 12-month contract.
A sunset calendar gives you control over renewal timing.
Software renewals are the most predictable surprises in small business. Despite having contract end dates known months i...
The calendar components
Each entry in the sunset calendar has five fields. Tool name and monthly cost: the basics, visible at a glance. Contract end date and notice period: when the renewal happens and how much advance notice you must give to cancel or change. Evaluation trigger date: 60-90 days before renewal, when you start gathering data and alternatives. Decision criteria: the specific questions you'll answer before renewing (usage rates, ROI, competitive landscape). Owner: the person responsible for making the renewal decision. This structure ensures no tool renews by default — every renewal is an active decision.
The 90-day evaluation window
For each renewal, schedule a 90-day evaluation window before the decision date. Month one: gather usage data and user feedback. Month two: evaluate alternatives and benchmark pricing. Month three: make the renewal, renegotiation, or cancellation decision. This window prevents the panic renewal — the decision made under time pressure because nobody planned ahead. It also gives you leverage in renegotiation: vendors respond better to early renewal discussions than to last-minute threats to cancel.
Most renewals are surprises. A sunset calendar makes them planned events with data-driven decisions.
Run the free audit to generate a complete inventory of your software with renewal dates — the starting point for your sunset calendar.